Washington County - BCC 05-0918 Consolidated Emergency Management �e e o -OV9
INTERGOVERNMENTAL AGREEMENT
OFFICE OF CONSOLIDATED EMERGENCY MANAGEMENT IN
WASHINGTON COUNTY
This Agreement is entered into,pursuant to ORS 190.010,by and among
Washington County("County"), the City of Beaverton("Beaverton"), the City of
Hillsboro ("Hillsboro"), the City of Tigard("Tigard') and the Tualatin Valley Fire and
Rescue District, a rural fire protection district("District"); (herein collectively
"participating jurisdictions").
WITNESSETH
WHEREAS the participating jurisdictions desire to consolidate their respective
emergency management resources and form the Office of Consolidated Emergency
Management ("OCEM"); and
WHEREAS OCEM's purpose is to improve the level of disaster and emergency
preparedness within the boundaries of the participating jurisdictions; and
WHEREAS improved preparedness will be achieved through increased
coordination among the participating jurisdictions and among the various emergency
service functions provided within those jurisdictions.
TERMS AND CONDITIONS
I. OFFICE OF CONSOLIDATED EMERGENCY MANAGEMENT
The participating jurisdictions hereby,create an emergency management
organization responsible for the coordination of emergency planning and service
functions within the jurisdictions of the participating entities and agree that the
organization shall be known as THE OFFICE OF CONSOLIDATED
EMERGENCY MANAGEMENT(OCEM).
II. PURPOSE OF AGREEMENT
OCEM's purpose is to improve the level of disaster and emergency coordination
and preparedness within the boundaries of the participating jurisdictions. `
III. OPERATING GUIDELINES
A. Conformity to National Standards: The participating jurisdictions agree to
adopt and implement the National Incident Management System (NIMS)
and Incident Command System (ICS)as the incident management
Page 1 of 8
Intergovernmental Agreement(OCEM)
- r
organization for the OCEM which will interface with the activities of each
emergency operations/coordination center.
B. OCEM Workplan: The OCEM will develop, for Executive Committee
consideration and adoption, an interim or start-up workplan and
subsequent fiscal year workplans targeted at the fulfillment of the purpose
of this Agreement. The current year workplan shall be incorporated as an
attachment to this Agreement.
C. Local Standards: The OCEM will work to develop minimum emergency
management performance standards. Such minimum standards are
identified in Attachment "A"to this Agreement and shall be considered in
the development of the OCEM workplan as noted in subsection "B"of this
section.
D. Designation of Liaison: Each participating jurisdiction will.designate
liaisons from all of its respective departments who will be accountable for
coordination and implementation of OCEM emergency planning
initiatives.
N. GOVERNANCE
A. Executive Committee: The OCEM shall be governed by an Executive
Committee consisting of 1)the Washington County Administrator;2)the
Washington County Sheriff; 3)the Tualatin Valley Fire&Rescue Fire
Chief;4)the mayor of Beaverton; 5)the city manager of Hillsboro; 6)the
city manager of Tigard. These primary representatives may designate an
alternative representative who may attend Executive Committee meetings
and deliberate and vote in the absence of the participating jurisdiction's
primary representative. Chair of the Executive Committee will be rotated
among the participating jurisdictions on an annual basis. Any Executive
Committee actions can only be taken if a majority of the Executive
Committee members are present at Executive Committee meetings and all
actions/decisions will be on a unanimous basis. The Executive Committee
shall be responsible for:
1) Final approval of the Director of Consolidated Emergency
Management (herein "Director") appointment and establishment of
employment terms and conditions, including the Director's job
description,duties, and compensation. The Executive Committee
shall delegate immediate, day-today direction and control of the
Director's work to a participating jurisdiction. For the initial term
of this Agreement and until otherwise directed,the jurisdiction
delegated this function shall be the Tualatin Valley Fire and
Rescue District;
Page 2 of 8
Intergovernmental Agreement(OCEM)
2) Approval of the annual workplan for the OCEM including,but not
limited to, all policies and procedures related to OCEM's
functions;
3) Approval of the OCEM's annual budget and recommending same
for approval by each participating jurisdiction;and
4) Approval of allocation formulas for all non-personnel related direct
and indirect costs of the OCEM's operations.
B. Disputes: Any disputes as to the interpretation or operation of this
Agreement between one or more of the participating jurisdictions must be
resolved by a unanimous decision of the Executive Committee.
C. Administrative Support: Administrative support for Executive Committee
meetings will be provided by the District.
V. ORGANIZATION
A. Director: The Director will serve at the pleasure of the District and be
subject to the District's policies and procedures. The director's primary
duties will be to: 1)develop and maintain an Emergency Management
Program on behalf of the County and the other participating jurisdictions;
2)manage implementation of the workplan as outlined in section III B.
above; 3)coordinate all emergency management activities within the
participating jurisdictions;and 4) coordinate the emergency management
activities of the participating jurisdictions with the State of Oregon and
with regional emergency management agencies.
B. Staffing: Staff assigned to the OCEM pursuant to this Agreement will be
housed at the District's office located at 20665 S.W.Blanton Street, Aloha,
Oregon, or at such other location(s)agreed to by the Executive
Committee. Staff located at the District will remain employees of their
respective jurisdictions and subject to their respective personnel rules but
will report to the OCEM Director. The participating jurisdictions agree to
the following staff contributions to the OCEM and each agrees to bear all
direct and indirect labor costs for the staff it contributes:
1) Washington County will provide:
a. One(1)Emergency Management Supervisor position,one
(1)Emergency Management Coordinator position, and one
(1')certified police officer whose primary responsibilities
are to prepare an emergency management program for the
County organization.
Page 3 of 8
Intergovernmental Agreement(OCEM)
b. One(1)Emergency Management Coordinator position
whose primary duties are emergency management planning
for the County's Department of Land Use and
Transportation.
C. One (1)Administrative Specialist(clerical)position to
support the OCEM staff participating in the program
2) Tualatin Valley Fire and Rescue will provide:
a. One (1)Emergency Management Program Manager
position whose primary responsibility is to prepare
TVF&R's organization to.respond in major emergencies
and disasters.
3) The City of Beaverton will provide:
a. One(1)Emergency Manager whose primary function isto
ensure that the City is prepared for major emergencies and
disasters.
4) The City of Hillsboro will provide:
a. One(1)Emergency Manager whose primary function is to
ensure that the City is prepared for major emergencies and
disasters.
5) The City of Tigard will provide:
a. One(1)halftime Emergency Program Manager whose
responsibilities include ensuring that the City is prepared
for major emergencies and disasters.
VI. FUNDING
The participating jurisdictions shall share equally in funding of the Director's
salary and benefits pursuant to section IV A.(1)-above. The participating
jurisdictions shall also share in funding: a)necessary equipment for the Director
pursuant to section VIl below;b)the Director's materials and services costs; and
c).other costs necessary to support OCEM operations. The percentage or share of
the non-personnel related costs borne by each of the.participating jurisdictions
shall be as specified in the allocation mechanism to be approved by the Executive
Committee in section IV A. (4)above. Payments from the participating
jurisdictions to the District for the Director's salary, equipment, and materials and
services as well as for the other costs necessary for OCEM operations will be on a
Page 4 of 8
Intergovernmental Agreement.(OCEI)
reimbursement basis at the end of each quarter of each year commencing with the
execution date of this Agreement.
VII. EQUIPMENT
The Executive Committee shall consider and adopt policies relating to: 1)
standards and policies for required equipment as needed, and 2)ownership and
maintenance responsibilities for equipment necessary for the operation of the
OCEM. Pursuant to these policies,the Director of the OCEM shall determine
what equipment will be necessary to conduct the OCEM's functions and will
make equipment recommendations subject to this approval of the Executive
Committee. Subsequent to this approval, each participating jurisdiction shall
provide its staff with the equipment necessary to perform their duties under this
Agreement.
VIII. DURATION, WITHDRAWAL,AND TERMINATION
A. Term of Agreement: This Agreement will be in effect when it has been
authorized by all of the governing bodies of the participating jurisdictions
identified herein. The duration of this Agreement is from the date of
execution for a period of two(2) years.
B. Agreement Renewal: This Agreement will automatically be extended for
two (2)year increments unless the participating jurisdictions unanimously
agree in writing to dissolve the OCEM.
C. Withdrawal: A participating jurisdiction may provide written notice to all
other participating jurisdictions of its intent to withdraw no less than 1,80
days before July 1 of each year. A participating jurisdiction may also
withdraw effective as of any other date provided that the withdrawing
jurisdiction receives unanimous approval of the Executive Committee for
withdrawal.
D. Non-Appropriation: Notwithstanding any other provisions provided
herein, a participating jurisdiction's continuation in the OCEM is subject
to the jurisdiction's annual budget appropriation of funds in support of the
OCEM.
IX. AMENDMENTS
Proposed amendments to this Agreement shall be approvedby unanimous consent
to the Executive Committee and must be subsequently approved by each of the
participating jurisdiction's governing bodies.
Page 5 of 8
Intergovernmental Agreement(OCEM)
X. ADDITIONAL JURISDICTIONS
Any jurisdiction not a party to this Agreement may become a party by first
obtaining the unanimous approval of the Executive Committee and then securing
approval of the terms in this Agreement and any accompanying amendments from
its governing body.
XI. RESPONSIBILITY FOR ACTS
Each of the participating jurisdictions shall be solely responsible for its own acts
and the acts of its employees and officers under this Agreement. No participating
jurisdiction shall be responsible or liable for consequential damages to any other
participating jurisdiction arising out of the performance of the terms and
conditions of this Agreement.
XII. INSURANCE
Each of the participating jurisdictions shall contribute to the purchase and
maintenance of such insurance as will protect the OCEM from claimsi of third
parties arising from its performance under this Agreement. The amount of
insurance shall be not less than the organization's liability under the Oregon Tort
Claims Act.
XIII. SEVERABILITY
The terms of this Agreement are severable and a determination by an appropriate
body having jurisdiction over the subject matter of this Agreement that results in
the invalidity of any,part shall not affect the remainder of the Agreement.
XIV. INTERPRETATION
The terms and conditions of this Agreement shall be liberally construed in
accordance with the general purposes of this Agreement.
SUBSCRIBED TO AND ENTERED INTO by the appropriate officer(s)who are
duly authorized to execute this Agreement on behalf of the governing body of the below-
named unit of local government.
DATED this ` —�— day of ,2005.
APPROVED AS TO FORM
Chair,Board of Commissioners AF-PROVE® AS TO CORM
Washington County,Oregon kAPPROVED WASHINGTON COUNTY !�
BOARD OF COMMISSIONERS ASS.-DISTANT CCSof 8
e 1logooveg I �oA�fe�i ily(mEM)
MINUTE ORDER H O.�e�„!i��,�»,,,,„..,.., Inter
DATE....1..1r.� ».. ».........»«.........
DATED this day of , 2005.
Sheriff
Washington County, Oregon
DATED this day of 2005.
wig A" APPROVED AS TO FORM
Ci y of Beaverton
DATED this day of 2005.
APPROVED AS TO FORM
Tualatin alley Fire an scue
J
r a
.DATED this�,,1�0 day of > 2005.
44,-j L APPROVED AS TO FORM
Ci y�ofHillsboro
Page 7 of 8
Intergovernmental Agreement(OCEM)
DATED this
e�;Iu day of , 2005.
APPROVED AS TO FORM
City of Ifigard
Page 8 of 8
Intergovernmental Agreement(OCEM)
ATTACHMENT "A"
Member jurisdictions agree to work toward,attaining minimum countywide emergency
management performance standards,which include,but are not limited to:
a. Develop and maintain a functional Emergency_Operations Center(EOC);
a functional EOC includes writtenposition descriptions,trained
emergency management staff,displays, communications equipment, etc.
b. Emergency_Operations Plan: A multi-hazard functional Emergency
Operations Plan that is compatible with the state format.
C. EOC Staff Training Sessions: Will assure a combination of training and
exercises at least twice a year.
d. Exercise Program: A demonstrated ability to exercise all elements of the
emergency operations plan at all levels of government.
e. Public Education Program: Provides information and programs on
disaster preparedness for individuals, families,businesses, and industry.
Page 1 of I
IGA(OCEM)Auachment'A"
C:\DOCUME—I\twila.000\LOCALS—I\TenV\IGA Attachment.doc